University Support Staff

Initiating Disciplinary Actions

Managers and supervisors are responsible for handling progressive disciplinary actions for USS employees. The procedures and forms outlined below should be used by supervisors throughout the progressive disciplinary process.

A verbal warning is considered an optionalinformal disciplinary step and requires the use of a verbal counseling form, a copy of which must be presented to the employee. To begin the process of completing a verbal counseling, submit a request to Human Resource Management.

Step 1: Guidance and Counseling

The first step in the progressive discipline process for USS employees typically involves the supervisor providing guidance and counseling to the employee. The supervisor should document this action using an Employee Counseling form. To begin the process of completing an Employee Counseling, submit a request to Human Resource Management.

Once the supervisor has worked with Human Resource Management to obtain the proper form and finalize the counseling, the supervisor should meet with the employee to discuss the counseling and ensure the employee receives a copy.

Step 2: Misconduct

The second step in the progressive discipline process for USS employees typically involves the supervisor alerting the employee of misconduct. The supervisor should document this action using an Employee Counseling form. To begin the process of completing an Employee Counseling, submit a request to Human Resource Management.

Once the supervisor has worked with Human Resource Management to obtain the proper form and finalize the counseling, the supervisor should meet with the employee to discuss the counseling and ensure the employee receives a copy.

Step 3: Request for Disciplinary Action

If the employee fails to show improvement, the department should contact Human Resource Management to determine what additional disciplinary actions should be taken, including the possibility of suspension, demotion, or dismissal. The supervisor should report the reason for recommending disciplinary action by using the Request for Disciplinary Action form. The supervisor should complete and submit the form to their department leader (dean, director, or chairperson) for review and approval. Once approved, the department should:

Submit a copy of the form to Human Resource Management by emailing it to hrdept@ku.edu

Keep a copy of the form for the department’s records

Employee Notifications

Human Resource Management issues proposed and final disciplinary notification letters for suspension, demotion, and dismissal. If disciplinary action is taken for a regular status employee, the final letter also notifies the employee of their ability and method to appeal to the University’s Disciplinary Action Hearing Board. There is no appeal process for probationary employees.